Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  18-000037

 

MEETING DATE:

03/27/18

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Sheriff-Coroner   (Approved)

Department contact person(s):

Jon Briggs (714) 647-1842 

 

 

Bob Peterson (714) 647-4590

 

 

Subject:  Amendment Twelve to Extend Rancho Santiago Consultant Services Training Contract

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost: N/A

Annual Cost: N/A

 

 

 

    Staffing Impact:

No

# of Positions:

Sole Source: Yes

    Current Fiscal Year Revenue: $7,500

  Funding Source: Other: 100% (Rancho Santiago Community College District)

County Audit in last 3 years: No

 

 

    Prior Board Action: 3/14/2017 #7, 9/27/2016 #6, 3/22/2016 #1, 2/23/2016 #S30A

 

RECOMMENDED ACTION(S):

 

Authorize the County Procurement Officer Agent or authorized Deputy to execute Amendment Number Twelve to sole source revenue contract with the Rancho Santiago Community College District for the provision of law enforcement training consultant services to extend the contract for the period of April 1, 2018 through March 31, 2019 in an amount not to exceed $30,000, for a revised cumulative contract total amount not to exceed $288,349.

 

 

 

SUMMARY:

 

Approval of Amendment Number Twelve to the sole source contract with the Rancho Santiago Community College District will allow the Sheriff-Coroner Department to continue to contract with Rancho Santiago Community College District to reimburse the County for law enforcement training consultant services and allow the County time to negotiate to combine three contracts into one.

 

 

BACKGROUND INFORMATION:

 

Since 1980, Rancho Santiago Community College District (District) and the Orange County Sheriff-Coroner Department (Sheriff) have been jointly providing law enforcement training programs.  The Sheriff's Training Division is affiliated with the District's Santa Ana College for all Peace Officer Standards and Training (POST) and Advance Officer Training courses.  As part of this joint training effort, the District has been reimbursing the County $30,000 annually for consultant services provided by the Sheriff’s Department regarding the planning, organization and implementation of courses that will meet the needs of law enforcement for training purposes, and expert strategic planning advice related to the growth of the criminal justice programs.

 

The District provides the Sheriff law enforcement training in support of the Sheriff's Regional Training Academy Campus (Academy).  The District provides all of the necessary supplies and equipment to successfully present the POST Regular Basic Course Academy program.  Additionally, in order for the college and the County to receive funding for the students enrolled in these classes, the college must possess the ability to access Full Time Equivalence Student (FTES) funding from the State of California.  Recruits attending the Academy obtain college credits for their Academy training.  In order to receive college credits, the recruits must be registered as students at Santa Ana College within the District.  The Academy is located within the attendance area of Santa Ana College.  Presently, no other community college can provide such facilities to accommodate the training needs to present this program to the Academy recruits.  Per Title 5 of the California Code of Regulations, California Community College Districts have exclusivity within their respective districts to enter into instructional service agreements.  The proposed contract is a sole source contract and a completed Sole Source Request Form is attached to this Agenda Staff Report (Attachment C).  

 

The contract was originally approved by the Board of Supervisors (Board) on August 4, 2009 for the one year period of August 22, 2009 through August 21, 2010, in the annual amount of $30,000, renewable for four additional one year periods in the same annual amount.  Amendment Number One was approved by the Board on December 14, 2010 to renew the contract for the period of August 22, 2010 through August 21, 2011, with no change to the annual not to exceed amount of $30,000.  Amendments Number Two through Number Four were approved administratively pursuant to the County's Contract Policy Manual Section 3.3, renewing the contracts for one year periods for the same amounts. 

 

Amendment Number Five, approved by the Board on September 9, 2014, extended the contract for only four months and 10 days, instead of the full year available under the original contract, for the period of August 22, 2014 through December 31, 2014 in the amount of $10,849.  During that four months, the Sheriff expected to complete negotiations on this and another like contract with the District and merge both contracts into a single contract for future purposes; the negotiations were not completed.  Amendment Number Six, approved by the Board on December 9, 2014, extended the contract for the period of January 1, 2015 through December 31, 2015 in the amount of $30,000 to allow this contract to co-terminate with the District's other contract with the County for training services.  The expectation was that during this extended contract term, the County would complete negotiations with the District on this and the other contract and consolidate the two contracts into one. 

 

On December 15, 2015, the Board approved Amendment Number Seven in the amount of $5,000 to extend the contract term by two additional months in order to complete negotiations, finalize the combined contract, and allow the contract to be approved by the District's Board before it is presented to the Board for approval.  On February 23, 2016, the Board approved Amendment Number Eight for a one month extension from March 1, 2016 through March 31, 2016 in the amount of $2,500 in order to complete negotiations.  As negotiations continued, the Board approved Amendment Number Nine on March 22, 2016 to extend the contract for the period of April 1, 2016 through September 30, 2016 in the amount of $15,000.  The Sheriff continued to negotiate with the District, and the Board approved Amendment Number Ten on September 27, 2016 to provide an additional six month period in the amount of $15,000 for the finalization of negotiations.  On March 14, 2017, the Board approved Amendment Number Eleven to provide an additional one year period of April 1, 2017 through March 31, 2018, in the amount of $30,000 to allow sufficient time to negotiate three contracts into one.  

 

The Sheriff now requests approval of Amendment Number Twelve to provide an additional one-year period of April 1, 2018 through March 31, 2019, in the amount of $30,000, to allow additional time to negotiate to combine three contracts with the District into one and to modify the terms of the contract.  Amendment Number Twelve includes a mutual termination provision.  This Amendment is submitted for Board approval less than 30 days prior to its effective date as the Amendment is scheduled to be approved by the District's Board on March 12, 2018.

 

 

FINANCIAL IMPACT:

 

All County costs associated with this contract are reimbursed by Rancho Santiago Community College District.  Revenue for this contract is included in the Sheriff-Coroner's FY 2017-18 Budget for Budget Control 060, and will be included in the budgeting process in future years.  This contract contains language allowing the Sheriff-Coroner Department to terminate the contract or reduce the level of services without penalty with cause or without cause in the event that funding is reduced and/or not available to continue funding the contract, and the District to terminate the contract with or without cause.

 

 

 

STAFFING IMPACT:

 

N/A

 

 

 

ATTACHMENT(S):

 

Attachment A - Amendment Number Twelve Contract Z1000000068
Attachment B - Redline Version of Amendment
Attachment C - Sole Source Request Form